Support Services Assistant

• Coordination and follow up with the relevant managers to process admin, travel, procurement and grants activities of projects with full compliance of UNOPS policies, and procedures.
• Assist in addressing day-to-day queries about admin, travel, procurement and grants management, in consultation with the direct supervisor.
• Support the Support Services Associate with documenting of admin, travel, procurement and grants related parts of operational. budgets

• Assists in maintenance and update of procurement monitoring system and provision of feedback on purchase orders.
• Preparation of correspondence to the requesting officers about UNOPS rules and procedures regarding provision of goods, works and services, including procurement deadlines for each stage.
• Assists the Support Services Associate in drafting of letters, memoranda, email, etc.; monitoring of progress and liaising with vendors during the procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters.
• With the guidance from supervisor, provide response to queries from projects, clients, companies, etc. regarding procurement related matters.
• Liaises with projects on receipt of goods and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken.
• Helps preparation of monthly reports on procurement matters.
• Conducts of market research to determine sources of supplies by using United Nations Global Market Place, and other sources.
• Assists in preparation of waivers for competitive bidding, waivers for provision of procurement services.
• Help with documentation of EOI, RFQ, ITB, RFP through the e-sourcing system as may be required, and working with supervisor to ensure their conformity with UNOPS approved templates or seeking clearance in case of required adjustments.
• Help prepare contracts and necessary amendments in consultation with supervisor, ensuring conformity with template UNOPS documents for review by the requesting unit.
• Follow-ups with vendors regarding signing of contracts.
• Obligation of funds in oneUNOPS and obtaining of appropriate signatures for approval, as per UNOPS procedures, including conduct of background checks and reasonableness of cost analyses
• Supports maintenance of a vendor database and usage of system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors.

• Maintains the records of the relevant administrative, financial and logistical activities of the projects.
• Provides administrative support for missions, events and travel involving UNOPS personnel and partners, including organization of tickets, hotel bookings, transfers, visa facilitation, DSA payments, etc.
• Helps organize workshops, conferences and retreats for UNOPS and its projects, as required, based on agreed timing and quality indicators.
• Coordinates with HQ Admin on common services requests including those relating to office space, cleaning, provision of office supplies, travel arrangements, etc.
• Supports the Support Services Associate in the management of assets, making sure they are properly recorded in oneUNOPS as well as disposed in accordance with UNOPS procedures upon project closure.
• Aids the Heads of Support Services and management with drafting, finalization, dissemination and archiving of team, project and personnel meeting minutes, as requested.

• Supports administration of calls for proposals in line with UNOPS policies and procedures, collection of proposals, coordination of review of proposals through a selection committee, drafting of evaluation reports, as relevant and required.
• Assists in the creation, review and approval of awards and various types of grants products and contracts. As well as their amendments.
• Facilitates payments, in a timely manner, and in accordance with project requirements.
• Assists in the management of day to day administration of the grant management activities and process supplier registrations, as required.
• Preparation of draft reports to donors on status of grants from an administration point of view through effective administrative monitoring of arrangements and contracts.
• Assists in drafting of contract documents and letters of agreement with Governments, institutions and UN agencies, as well as their amendments.

• Facilitation of logistics and administrative support to ensure efficient organization of trainings, learning and other personnel events, as per the Cluster Learning Plan and other work plans.
• Contributions to knowledge networks and communities of practice.
• Assists data management and reporting; including implementation of tracking, monitoring, management and reporting systems involving operations tasks and activities.

Education:

Secondary education required. University Degree in Business Administration, Public Administration, Human Resources Management or equivalent desirable.

Procurement certification, particularly the UNOPS POT certification or similar, would be considered a significant asset.

Experience:

Holders of secondary education degree: 4 years of progressively responsible administration, procurement or grants management experience is required at the national or international level. Experience with UN/UNOPS would be an asset.

Education with bachelor’s degree or higher might substitute for some of the years of experience required.

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and experience in handling of web-based systems required.

Experience using the corporate ERP systems (such as oneUNOPS) will be an asset.

Language Requirements:

Fluency in written and oral English required.  Knowledge of second UN working language desirable.

Additional Considerations

All candidates are required to fill out their GPRS profile in detail, and attach a motivation letter. Those who do not comply with this requirement will be disqualified.